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Checklist and important information for SIMS schools completing a phased implementation (Group Edition)

Warren Chan
Updated
For Group Edition (SIMS Schools Only)
Important:  This guidance is only applicable to SIMS schools who use Group Edition. 

There are instances where a school may choose to implement Operoo for their Pre-Admission students,
before a full school implementation. In these scenarios, before a school implements Operoo for their
entire school, we highly recommend the following steps are completed, as well as the items on the
checklist below are reviewed (and adjusted if required).

If you have any questions, please contact the Operoo Support Team.

Recommended Steps

  1. Disable Messaging for Parent eForms (located under Settings)

  2. Remove the Managed Locally setting for the applicable enrolled students

  3. After the next sync parent and carer contacts will sync back into Operoo

  4. Following step 3, check the permissions for the student contacts are correct and adjust where needed. For example, ensure any carers who require access to Operoo have 'View and Update' permission allocated, and/or any parent who cannot access Operoo (they might have a court order against them) has 'No Permission' allocated. These Operoo Knowledge Base articles can help with reviewing and adjusting student contact permissions;

    1. Bulk Set Permission for Student Contacts

    2. How to change the permission of a contact on a student record?

  5. Review the filters below to ensure that each contact with View and Update access has contact details (at a minimum there is one contact who has an email address);

    1. Missing Email and Mobile Phone

    2. Missing Email or Mobile Phone (this filter may show a high number as priority 2 contacts may only provide a mobile phone number)

  6. Complete the Pre-go live checks (listed below)

  7. Once you are ready to to communicate with all parents and carers, reenable Messaging for Parent eForms (located under Settings)*.

Step 1 is important because if the messaging is not disabled before removing the Managed Locally
setting, Operoo may send out login details to student contacts whose permissions need to be
adjusted. This may lead to a parent having access to Operoo that has a Court Order and cannot
have access.
Once messaging has been reenabled, Operoo will email any student contacts who have been
assigned‘View and Update’ access their login details. On top of this, if there are any sections
on the Student Record set to 'View and Update', the student contacts will also be sent an
email asking them to verify the Student Record (if your Verification Period is not set to 'Never').
Lastly, if you have any push eForms (Event, Custom Signed or Custom Unsigned) the
student is associated with and the eForm is enabled, the student contacts will be asked to
complete those eForms.

Pre-go Live Checklist

Please ensure the following are reviewed and updated (if an update is required);

  1. Check the fields ‘External display name’, ‘Administrator name’, ‘Administrator title’ and ‘Administrator email’ have the correct details (located under Settings)*

  2. Ensure the sync is completing successfully (Settings>Integration Settings>Sync Logs).

  3. Ensure all Administrators are set up accordingly (Settings>Administrators).

  4. Ensure Staff Permissions, Students Privileges and Profile owner Privileges are accurate (Settings).

  5. Ensure the sections under ‘Student Record Configurations’ are set as required (Settings> Configurations>Student Record Configuration).

  6. Ensure the ‘Default Contact Permissions’ are set as required (Settings>Configurations> Default Contact Permissions).

  7. Check to see if parent and carer contact date has been removed from Section 4 in SIMS so it’s not showing in Operoo under the ‘Personal Details’ in the Student Record.

  8. Check the permissions for student contacts have been reviewed.

  9. Check the student contact information has been reviewed.

*Schools may have entered Pre-Admission specific data in these fields which may not be suitable for a full school implementation, e.g. Admissions Officer.

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